Employee Expense Reimbursement

The following is the employee expense reimbursement policy for TICE Florida Chicken, LLC (“TICE”) that all our employees need to follow when it relates to money spent on work-related matters. This policy provides guidelines for employees incurring business travel and other expenses on the company’s behalf. These guidelines ensure fair and consistent treatment of all employees who travel on company business and establish effective measures for reducing travel and business expenses. The company assumes no obligation to reimburse employees or pay for expenses that are not in compliance with this policy.

There are only two work-related expense categories TICE covers:

• Expenses paid directly by TICE on behalf of employees.
• Reimbursable expenses paid by TICE employees.

The employee may be entitled to full or partial reimbursement after the review and approval process.

What are work-related expenses?

Work-related expenses are directly related to a TICE employee completing the requirements of their job. Necessary work-related expenses may include, but are not limited to:

• Use of an employee’s personal vehicle for business purposes.
• Business travel expenses such as meals and lodging.
• Tools and equipment required to perform the employee’s job.
• Use of an employee’s personal cell phone for business purposes.
• Required uniform purchase and maintenance.
  

TICE reserves the right to set limits to the amount of approved expense reimbursements.

Non-reimbursable Expenses

The following will not be considered as a work-related expense and, therefore, TICE will not cover:

• An unauthorized meeting with clients, partners, or company candidates.
• Fines or offenses while driving a car.
• A non-business subscription or training.
• A personal trip.
• The loss or theft of an employee’s personal property, like luggage.
• Unauthorized upgrades, like business class while flying or a hotel room upgrade.
• Personal services, such as a massage, spa treatments, etc.
• Personal purchases, such as clothes, gifts, snacks for the office, etc.
• The expenses that a spouse or other non-employee incurred while accompanying the TICE employee while traveling.
  

The above is not a complete list, please speak with your direct supervisor and/or the Finance department about all reimbursable expenses before making payment.

Should you have any questions as to whether an expense qualifies for a reimbursement, please contact your direct supervisor and/or the Finance department.

Reimbursable Travel Expenses

While attending an approved business trip for TICE, the following expenses will be partly or fully reimbursed:

• Transportation fares (plane, car, train, ship, etc.)
• Accommodation (hotels, Airbnb, etc.)
• Local transportation during the trip (taxi fares, Uber, Lyft, rental cars, etc.)
• Fuel (Gas reimbursement applies only for business trips, do not submit a gas receipt for reimbursement of personal use of your vehicle.)
• Minor expenses that are pre-approved by the employee’s manager (meals, business materials, etc.)
  

Where applicable: When an employee is travelling for business more than 4 hours from home, TICE will pay the following daily for meals per our travel per diem policy:

• Breakfast – $10
• Lunch – $20
• Dinner – $30
  

No receipts are required for per diem. Employees who are invited to a meal or submit a meal re-imbursement will not receive a per diem for that meal.

Per diem does not apply when TICE has otherwise provided a meal to the employee.

When inviting people to lunch/dinner we need to know the names and titles of all guests. The highest-level attendant must pay for the bill and request re-imbursement.

Team members that do not receive a car allowance may request reimbursement for the miles at $0.67 per mile. They must provide the departing and destination addresses and the number of miles.

Procedure

Employees who incur work-related expenses are required to submit those expenses for reimbursement as follows:

• Employees must complete the appropriate company form/submit the appropriate reimbursement request to their direct supervisor for review and approval.
• All supporting documentation, such as original receipts, must be attached to the expense reimbursement request.
• Employees are expected to submit reimbursement requests for approval as soon as is practical and no later than 30 days after the expense is incurred.
• Once approved, the supervisor will forward all documentation to Finance to process the necessary payments within two weeks.
• Failure to comply with these requirements and procedures may result in reimbursement being delayed or even declined.
  

Employees who believe that the amount they have been reimbursed does not represent a complete reimbursement should immediately contact their direct supervisor and/or the Finance Department.

Employees are expected to exercise good judgment with respect to expenses. Any excessive expenses will be investigated and if cases of falsified or exaggerated claims are found, TICE will proceed with disciplinary action.

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